PLAY INCUBATION COLLECTIVE LETTER OF AGREEMENT FOR PIC PROGRAM COORDINATOR

This is a letter of agreement between Play Incubation Collective (PIC) and the individual serving as PIC Program Coordinator in 2025, hereby known as COORDINATOR. Please read the agreements below and sign your consent.

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COORDINATOR is considered hired as an independent contractor upon the signing of this document.

Part A. Services Provided. COORDINATOR agrees to act as coordinator and liaison for PIC PIPS and Development Workshops by performing the following tasks. COORDINATOR agrees to:

1. Collaborate with PIC Co-Directors to define the roles and responsibilities of the position.

2. Assign dramaturgs and cast members to plays via email communication using the Play Incubation Collective gmail account. If dramaturg or cast member are unresponsive via email, COORDINATOR agrees to use other methods of communications like a phone call or text message to reach them in a timely manner. Dramaturg and cast member assignments will be determined and approved by PIC Co-Directors prior to outreach.  

3. Communicate logistics, pay, schedule, and scope of project for all worksessions and readings to all necessary personnel. 

4. Be in correspondence with the playwright in order to send the most updated draft of the play to actors in a timely manner.  

5. Be in communication with PIC Co-Directors throughout the process via slack, email, phone, and meetings.

6. Help with set up of space for worksessions and audience arrival on day of a public event as needed*. COORDINATOR has been given a key to the space for this express purpose and agrees to be responsible for the key and oversee the use of space when Co-Directors are not present. If key is lost, COORDINATOR agrees to cover the cost of replacement. Key will be returned to Co-Directors at the completion of this agreement term. 

7. COORDINATOR agrees to track hours using the Toggl Tracker app and distribute pdf reports of the hours breakdown for Co-Directors' understanding of time usage and future planning of the Coordinator position.

8. COORDINATOR agrees that offering to create any systems or take on any tasks not specified by this agreement is permissible but may not be covered by the determined compensation. In this event, COORDINATOR understands that they are choosing to take on these additional tasks voluntarily. Co-Directors are always available for further discussion about whether a task or idea may or may not fall outside of the scope of the assigned job.

9. By participating in this project, COORDINATOR agrees to use of photos taken during reading for PIC website and social media.

*Part B. Project-specific expectations. Because PIC PIPS and Development Workshop have different needs, the following highlights expectations specific to each model.

PIC PIPS specific expectations and agreements:

1. COORDINATOR agrees to attend PIC PIPS worksession and public reading, implementing tasks detailed in Part A item 6 and Part C.

Development Workshop specific expectations and agreements​​​​

1. COORDINATOR agrees to attend public reading implementing tasks detailed in Part A item 6 and Part C. ​

2. For worksessions, COORDINATOR understands that they are responsible for helping project personnel into the space, helping with setup of space, and with conveying the purpose of worksession to all present, as described before. However, COORDINATOR is not required to stay for the duration of the worksession. As described in Part A item 8, COORDINATOR is welcome to stay but this decision would fall outside of the scope of their assigned tasks. Co-Directors defer to COORDINATORS to use their own discretion to determine how long they are needed at the beginning of a given worksession and ask that only that amount of time be logged as official work hours.  

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Part C. COORDINATOR agrees to arrive at venue no later than one hour prior to event start time on the day of all public readings. COORDINATOR agrees to not enter the Workroom space earlier than an hour and 15 minutes prior to event start time, and only if it is not already in use. If they encounter any delays in arrival time, COORDINATOR agrees to contact PIC Director via text or phone call at 917-716-0071 in advance of call time. All readings to take place at The Workroom at 33 Hawley St, Northampton, entering downstairs through the courtyard.

Compensation. 

Program Coordinator will send a Toggl Track invoice to PIC at a $20/hour rate on the first of each month for the hours worked the month prior. Once invoice is received, PIC will either mail a check to Program Coordinator or deliver in person- dependent on which method will be received by Program Coordinator soonest.